This role forms part of the Facilities team, based at The Bay Hotel in Camps Bay.
The Role
As Facilities Coordinator, you’ll support the smooth and efficient running of the Facilities Department by coordinating maintenance requests, administration, suppliers, equipment, projects, and day-to-day facilities requirements.
This role is suited to someone organised, dependable and detail-oriented, with strong administrative and coordination skills. You’ll work closely with the Facilities Manager, technicians, suppliers, and internal departments to ensure facilities projects and maintenance requirements are completed efficiently, within agreed timeframes and to the required standards.
Key Responsibilities
– Manage daily administrative and clerical activities within the Facilities Department
– Maintain accurate records relating to maintenance, facilities activities, and projects
– Coordinate maintenance requests and ensure appropriate follow-up through to completion
– Assign technicians or relevant specialists to maintenance and equipment requirements
– Coordinate schedules and calendars for the Facilities Department
– Act as a liaison between departments, facilities staff, suppliers, and service providers
– Coordinate and assist with special events and departmental requirements
– Ensure effective communication and follow-up with internal departments and staff
– Provide direction and information to vendors, facilities staff and service providers as required
– Assist with payroll administration, including leave, shifts, and rosters
– Manage and maintain internal lockers and key control for properties
– Place orders for required supplies and equipment in line with approved processes
– Monitor supply orders, maintenance activities and facilities expenditure against approved budgets
– Coordinate the delivery and installation of equipment
– Conduct routine inspections of storerooms and office environments
– Support the Facilities Management team with tactical planning and departmental objectives
– Assist with facilities, project and maintenance management requirements as needed
– Manage smaller facilities-related projects and tasks as assigned
– Identify opportunities to improve the efficiency of administrative and facilities processes
– Ensure Occupational Health and Safety requirements and procedures are adhered to
– Follow up on outstanding maintenance and facilities matters and ensure deadlines are met
What We’re Looking For
– Grade 12 or equivalent qualification
– Diploma or Certificate in Project Management or Facilities Management advantageous
– Valid driver’s licence essential
– Valid First Aid certification advantageous
– Valid Fire Marshall and Evacuation certification advantageous
– Previous experience in a facilities, maintenance coordination, or similar position
– Familiarity with maintenance department duties, processes, and procedures
– Strong administrative and organisational abilities
– Excellent attention to detail and accuracy
– Strong written communication and comprehension skills
– Good problem-solving and information-gathering abilities
– Strong relationship-building and teamwork skills
– Ability to manage multiple tasks and priorities in a fast-paced environment
– Accountable, dependable, and able to work independently
– Strong planning, organising, and follow-up skills
– Knowledge or understanding of Occupational Health and Safety requirements
– Willingness to work overtime when operationally required
What We Offer
– The opportunity to be part of a professional and growing hospitality and lifestyle group
– Growth and development opportunities within VNL Facilities
– Exposure to facilities, maintenance, projects and property operations
– A dynamic environment where every day brings new operational challenges
– The opportunity to work closely with a diverse team of internal departments, suppliers, and service providers
– Competitive package aligned with experience